An Overview of Production Orders

When you're ready to enter your production phase, Uphance lets you build a production order and suggest the correct quantities of products in order to cover your customer orders.

Uphance tracks the total quantities in your production orders, lets you receive inventory from your manufacturers in stages and keeps track of how much production you have still to receive. Uphance can also tell you how much excess production you have available to sell as defined in your Inventory Reports.

Production orders have the same workflow as sales orders. They start as drafts, where they are unconfirmed. This is where you can add products and edit product quantities. After confirmation, quantities can be received into stock by creating "delivery" records. Finally, a production order becomes complete when all quantities are received into stock from your manufacturer or cancelled.  

Note that until a production order is confirmed, it won't affect the quantities reported as "required" or "available to sell" in the relevant inventory reports.  

To create a production order, navigate to Production/Purchasing >> Production Order. Then click Actions >> New Production Order. Next, enter all required information and create the production order.

Now you've created the draft production order, the next step is to add products to it. To do so, follow the steps illustrated below:

Note: After adding products and saving changes, Uphance will automatically confirm the production order.

Once you've added products to your production order, you can proceed to create a vendor's invoice, payment, credit notes, etc.

Uphance allows you to add products to production orders based on sales orders.

How would this work? Let's say you got an order from a customer for 10 units of, say, a crop top, which happens to be out of stock at that moment. But you don't want to disappoint the customer, so you take the order and confirm it. After that, you raise a production order containing the exact quantity of items in that order. It's that simple.

So how would you do that in Uphance? Let's illustrate with an example.

First things first: ensure that the products - together with their variations - in the sales order have an assigned manufacturer. For this example, a customer has ordered 30 units of a top, which happens to be out of stock, and we want to create a production order for that sales order. As you can see, the product has an assigned manufacturer.

Once you've ensured the products have an assigned manufacturer, create a production order, while selecting the products' manufacture (which is demobrand) in this example. Next, hit the Sales Order button.

This will prompt the system to bring up all the sales orders with items in the name of the selected manufacturer. Select the particular sales order you are after, then confirm.

And like that, you've successfully created a production order based on a sales order.

Want to add a note or some sort of instructions for your manufacturer to follow? You can easily do that as shown below:

After creating the production order, you can generate a PDF document for it and download it as a detailed or compact order.

For detailed order, the images for each product will be added to the document. For compact orders, only the order details, excluding images, will be added.

Note: You can email the document directly to your manufacturer without needing to download it.

Once you receive production orders from your vendor, the next thing you will want to do is to create deliveries for them, after which you can check them in.

To create a delivery and check in, follow the steps illustrated below

Note: You can create partial delivery by picking some of the items in the production order. For example, if you ordered 20 units of pants but only got 12, enter 12 as a delivery quantity. This also applies to check-in.

You can choose to email the production order to your supplier without having to first download it. All you have to do is click the mail icon instead of the download icon.

In addition, you can add an attachment to the email prior to sending it. Click here to learn how to add an attachment.

Like sales orders, you can also create cancellations for your production orders. Plus, you have the option of adding a note to the cancellation.

Interestingly, you can edit the note even after creating the cancellation:

You can easily delete production orders that are still in draft mode. However, for completed or confirmed production orders, you'd have to delete all cutting tickets, cancellations, and invoices connected to the order.

To delete a production order, simply scroll to the bottom and click the Delete button.

For a listing of all of your Production Orders, select "Production Orders" from your main, left vertical menu.  From here you can search, sort, filter or navigate to your Purchase Orders.  You can also see a summary of your Due Dates for any Production Orders that are due.  You can also see how much of the order has been "received".  You can see the Season associated with the Production Order and you can see the Status of the Production Order.  The blue column headers allow you to sort in ascending or descending order.